Consent Item 4o
STAFF REPORT
City Council Consent Item
DATE: June 16, 2025
TO: Honorable Mayor and Council Members
FROM: Mat Nyberg, Public Works Deputy City Engineer
THROUGH: Amy Nilsen, City Manager
SUBJECT: Authorize the City Manager to Award a Supplementary Budget Request for the 2024 Stormdrain Lining Project
STAFF RECOMMENDATION:
Authorize the City Manager to award a Supplemental Budget Request for the 2024 Stormdrain Lining Project for $14,190 and establish a maximum contract amount of $189,190.
EXECUTIVE SUMMARY:
In October of 2024, Council authorized the City Manager to enter into a contract with Miksis Services for $158,170 not to exceed $175,000 for a storm drain lining project described below. • 112-feet of 36-inch culvert crossing 3rd Street near the Auction Yard • 230-feet of 18-inch culvert located along Rohnerville Road fronting the new Police Facility • 42-feet of 18-inch culvert crossing Elizabeth Barcus Way Miksis Services completed these repairs on June 2-4 of this year without incident or need to utilize any of the $16,830 contingency awarded for this project. On May 29th, 2025, Staff responded to concerns from residents at 1659 Meadowlark about a recurring sink hole in their front yard. Staff observed a depressed area adjacent to the driveway and found that a four-foot probe was easily plunged at various locations in the vicinity of a buried stormdrain that traverses the property. Staff utilized video equipment to inspect the culvert and found significant deficiencies. The 123-footlong culvert is a combination of concrete pipe and single wall HDPE plastic. Staff determined from the video that the concrete portion of the culvert, which is in five-foot sections that are grouted together, has many sections where the grout has failed and the sections have separated.
Further, staff observed several locations where the single wall plastic portion has been torn or punctured causing trench saturation potentially resulting in a bank failure along Jameson Creek.
See images below:
Consent Item 4o
Figure 1:Culvert location on Meadowlark Court.
Consent Item 4o
Figure 2: Four-foot-long probe next to driveway in sunken area. Figure 3: Pipe section offset and separated.
Figure 4: Typical join in concrete sections of culvert Figure 5: Tear in single-wall plastic section.
Consent Item 4o
Since the storm drain traverses the front and back yard of the residence before ascending roughly 20-feet to Jameson Creek, Staff agreed that lining the pipe would be less costly and disruptive than to dig up and replace it. With that, on June 2, 2025, Staff reached out to Miksis for an estimate for this repair while they were currently mobilized. Miksis provided a quote for $31,020 for the additional work which equates to $252/ft. compared to $319/ft in the currently contracted work which is a discount of $8200. However, with a contingency of $16,830, the budgeted funds fell $14,190 short. Staff reached back out to Miksis expressing the need to take the request to Council and to provide a new quote to come back at a later date. The new quote was for $37,000, which is an additional $6000 due to remobilization, travel and per diems. Further, Miksis stated that they would not be able to make it back until next year due to other scheduled work. Taking into account the discount per linear foot plus the savings on remobilization being $14,200 not to mention the potential lawsuit for damages by the landowner, staff approached the City Manager with a request to proceed with the work. Since the ask is roughly equal to the realized savings and the fact that doing the work resolved a liability, Staff was allowed to authorize the work which was completed on June 4th.
FINANCIAL IMPACT:
The chart below demonstrates the amount budgeted in FY 2024-25 for the project, the original contract amount, contingency, and the resulting SBR amount of $14,190.
FY 24/25 Budgeted Contract Contingency Supplementary
Budget Request
$175,000 $158,190 $16,830 $14,190
The Council included $200,000 from Measure E in the FY 2025-26 budget for Storm Drain repair projects. Staff is proposing to utilize $14,190 from FY 2025-26 budget to cover the cost of the emergency repair. Between both FY 2024-25 and 25-26 no additional funds are being requested.
The SBR is to allocate funds to the FY 2024-25 budget and staff will subsequently reduce FY 2025-26 budget by the same amount.
RECOMMENDED COUNCIL ACTION:
Authorize the City Manager to award a Supplemental Budget Request for the 2024 Stormdrain Lining Project for $14,190 and establish a maximum contract amount of $189,190. Consent Agenda Vote.
ATTACHMENTS:
• Supplemental Budget Request